Welcome

 

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

This page explains the management of the Participant Reports in the Beneficiary module. Beneficiary contacts in a project can monitor the status of the reports in their project(s) and, if required, resend reminders to participants to complete the report, which they can later on download as PDF file. 

For information regarding the Report on Recognition in Higher Education projects, see the page Manage Report on Recognition

This page is relevant for:

  • Erasmus+:
    • KA121 - Mobility for learners and staff of accredited organisations (SCH, ADU, VET)
    • KA122 - Mobility for learners and staff (SCH, ADU, VET)
    • KA131-HED - Mobility of higher education students and staff
    • KA171-HED - Mobility of higher education students and staff supported by external policy funds
    • KA151-YOU - Mobility of young people for accredited organisations 
    • KA152-YOU - Mobility of young people 
    • KA153-YOU - Mobility of youth workers 
    • KA154-YOU - Youth participation activities 
    • KA155-YOU - DiscoverEU inclusion action
    • KA182-SPO - Mobility of Sport Coaches and Staff 
  • European Solidarity Corps: 
    • ESC30 - Solidarity Projects 
    • ESC51 - Volunteering, Traineeships and Jobs Projects

What are Participant reports? 

Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by filling in a Participant report

Automatic e-mails are sent to participants with an invitation to fill in and submit this report in EU Survey, to share their feedback on the experience as a participant in an activity for Erasmus+ or European Solidarity Corps programmes.

The participant receives an e-mail with a dedicated link to the individual participant report which needs to be done online, in EU Survey, and is available in various languages. The link received by the participant will not expire. 

The participant can save the report and submit it. After submission, the participant may download a PDF version of their feedback, but they cannot edit the form again.

Take note

The participant report request will not be sent out if the mobility activity/participation/participant is in Draft status, meaning not completed, in the project. 

See the Participant Report Templates at the bottom of the page for a list of the available participant reports for the Erasmus+ and European Solidarity Corps programmes. 


Accessing participant report information

Individual mobility activities, group mobility activities, participants or participations

In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available, depending on the action type of the project and the activity type. 

From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible, under certain conditions, to send reminders to participants to complete the report. After a participant report was submitted, it will be possible to download the report from here. 

As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Report section initially empty.

The participant report request email will not be sent out if the mobility activity, participation etc. is in Draft status, meaning not completed, in your project.

When viewing the participant report information for a specific mobility activity/participant/participation, the following information will be available: 

  • Request ID - system generated unique ID
  • Current status - the status of the report, e.g. Participant report request sent, Participant report submitted. See Participant Report statuses for details.
  • Time - the date and time of the various stages the participant report went through.

Click on the tabs below to view examples for either Erasmus+ KA1 mobility projects, or ESC51 projects.

For better view, you can collapse the other sections, by clicking on the section title or the arrow on the right. You may need to use the vertical scroll bar(s) in your browser to access all available information. 

Example of Participant Report section in mobility activity details, where the report was submitted.

Participant Report section in mobility activity details

Example of Participant Report section in participation details, where the report was not yet submitted and a manual reminder was sent. 

Participant Report section in Participation details

Overview of the participant report information for the project

An overview of the participant report information in a project can be viewed as follows:

  • In Erasmus+ KA1 projects, from the Mobility Activities section, by clicking on the Participant reports tab. 
  • In ESC projects, from the Participant Reports section of the project.

Click on the relevant tab below, to view an example of how to view the List of Participant Report information in projects.

In Erasmus+ KA1 projects, the participant reports for the project can be viewed from the Mobility Activities section, by clicking on the Participant reports tab. 

Participant Report information in a KA1 project

In ESC projects, the participant reports for the project can be viewed by accessing the Participant Reports section from the Content menu in the project.

Participant Report information in an ESC51 project

The information regarding the Participant Reports in a project may be organised in two tabs:

  • the Reports Management tab - opens by default; displays a list of the participant reports, with detailed information and statuses;
  • the Participants feedback tab (KA121, KA122, calls 2023 and 2024 projects only) - displays an overview of the responses provided by participants, presented in various tables.


Participant Reports screen

"Reports management" 

On the Reports Management tab, displayed by default when accessing the Participant Reports, the List of participant Reports (1) will display all the participants who are supposed to submit a participant report, including the Current status (2) of the reports. 

Once you click on a Participant report in the list (3), a new section will be displayed on the right-hand side of the screen - the Participant Report panel (4). Here you find additional information for the report and you can download a submitted report individually. From the Reports Management screen, you can also download all submitted reports at once (5). See How to download Participant reports and Reports On Recognition for details. 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Clicking on the hyperlinked Mobility ID in the list will open the relevant mobility activity details either in view or edit mode, depending on your project access and the project status. 

Report management screen in a KA171 project

"Participants feedback" (KA121, KA122 projects only)

The Participants feedback is the second sub-tab in the Participant report screen, available only in KA121 and KA122 projects.

It contains an overview of the participants' degree of satisfaction, based on their responses in all the submitted Participant reports. All information in this tab is read-only, and the percentage values are calculated automatically. The sections/questions in the Participants feedback screen vary from one action type and/or call year to another. 

You have the options to download all Submitted answers and all Submitted Reports, using the dedicated buttons. See How to download Participant reports and Reports On Recognition for details. 

Here is a partial screenshot from a Participants feedback screen in KA122-SCH

Initial section of a 'Participants feedback' screen


Participant report statuses

Participant reports may have different statuses, displayed on the relevant screens in beneficiary projects:

  • Participant report request sent - the invitation email was sent to the participant
  • Automatic reminder sent - a reminder to complete the survey was automatically sent to the participant
  • Manual reminder sent - a reminder to complete the survey was sent to the participant as a result of a user's action
  • Participant Report Submitted - the participant report was submitted by the user
  • Undelivered email - the invitation email could not be delivered to the participant
  • Excluded by NA-no participant report requested - after exception was requested and confirmed by the NA

    Please note that when a mobility activity is flagged as Force majeure, the Participant Report status for the mobility activity remains Requested, whereas it should, in these cases, be NA-Excluded. You must contact your National Agency requesting the exclusion, if applicable for mobility activities in your granted project.

In the List of mobility activities, the Report Status column will indicate the status of the participant reports:

Take note

This column is not available in the relevant lists (Participants, Participations) from ESC30 and ESC51 projects. 

Participant report statuses in the list of Mobility Activities

You can also view the status of the participant report in the individual individual mobility activities details, accessible from the Mobility Activities section:

Participant report statuses from the Individual mobility activities tab

In the List of Participant reports, you can view the status of the reports in the Status column:

Participant report statuses in the List of participant reports

Click on an entry in the list to view the Participant Report panel on the right-hand side to view the details.

Individual participant report status in the List of participant reports


Participant reports submission rate

In the expanded header of your project, you may find information regarding the Participant reports submission rate, where applicable. Here, the % of individual reports submitted by the participants is displayed. 

The same information will also be displayed also in the individual/group mobility activities tabs, for better visibility.

This information is not available in the header of ESC30 and ESC51 projects. 

Participant reports submission rate displayed in the expanded header of the project details

 

Notification e-mails

The notification e-mail sent to the participant will contain a link to the report, that never expires, as well as information on the mobility activity, such as the mobility type and information on the sending and receiving organisations. 

Here is an example of the e-mail invitation sent. This example is applicable for all Erasmus+ projects, except for Youth and Higher Education International projects. See the page Notifications to project contacts for other e-mail examples.

Dear Participant,

You recently took part in an Erasmus+ project. Now it's time to tell us what you think by filling in your participant report that takes the form of a short online survey. Your feedback is very valuable to the European Commission, the National Agencies and individual organisations involved in the project, and will help improve the Erasmus+ programme for future generations!

You should submit the report any time in the next 30 days. Click here to start: https://ec.europa.eu/eusurvey/runner/EP-KA1-YOUTH-STAFF-2021_ACC/fefe356b-ed92-4bf2-a921-ad496f4b0c8f
You may save a temporary draft and use the same hyperlink to get back to it. Once completed, you should submit the report by clicking on the "Submit" button. Be aware that you will no longer be able to change it.

To help you fill in your report, please find below your main mobility activity details:
Mobility activity type: Professional development activities - Programme Countries
Planned dates of mobility activity: 25/08/2021 - 31/08/2021
Country of mobility activity: Poland
Sending organisation:
Name: TUM AVRUPA KADINLARI KULTUREL ISBIRLIGI VE DAYANISMA DERNEGI
City: Ankara
Country Türkiye
Receiving organisation:
Name: Wolskie Centrum Kultury
City: Warszawa
Country Poland

Should you wish to report on any sensitive issue which you do not want to disclose in this report, you may want to contact the sending organisation or National Agency that has selected your project. In case any of the information presented above is not correct, please also contact your National Agency.
Contact details of Erasmus+ National Agencies can be found at http://ec.europa.eu/programmes/erasmus-plus/contact/national-agencies_en

Your personal data is protected. If you have questions regarding data protection, please have a look at: https://webgate.ec.europa.eu/erasmus-esc/index/privacy-statement

Many thanks for your time and for helping make the Erasmus+ programme better!
The Erasmus+ Programme Team
This is a system generated message from EU Survey. Please do not reply. If you encounter any difficulties in filling the report please contact your beneficiary organisation: TUM AVRUPA KADINLARI KULTUREL ISBIRLIGI VE DAYANISMA DERNEGI


Automatic invitations and reminders

Automatic Reminders are sent only to those participants for whom the mobility activities are Complete in Beneficiary moduleif no report was received after the initial invitation was sent. 

ProgrammeParticipant profileReference DateInvitation sentReminder sent
Erasmus+ 






All KA1, except Higher EducationMobility Activity End DateOn the Reference Date15 calendar days after the Reference Date, if report not submitted

KA1 - Higher Education, KA131-HED

Mobility Activity End Date or End Date Virtual Component (whichever is later)On the Reference Date15 calendar days after the Reference Date, if report not submitted

KA1 - Higher Education, KA171-HED (Activity Category: Staff, Student (except incoming, long-term))


Mobility Activity End Date or End Date Virtual Component, or Extension end date (whichever one is later)On the Reference Date15 calendar days after the Reference Date, if report not submitted.

KA1 - Higher Education, KA171-HED (Activity Category: Student (incoming, long-term))


Mobility Activity End Date or End Date Virtual Component, or Extension end date (whichever one is later)30 calendar days before the Reference Date25 calendar days before the Reference Date, if report not submitted.
European Solidarity Corps

ESC30-SOL and ESC51-SOL

All Action and Activity Types

Mobility Activity End DateOn the Reference Date15 calendar days after the Reference Date, if report not submitted

Not all participants in mobility activities will receive an invitation to complete a participant report.


For KA1 Youth mobility projects (KA151-YOU, KA152-YOU, KA153-YOU, KA154-YOU), the following rules apply:

Activity typeParticipantEmail invitation sent?
Preparatory visits (OA-PREP-VIS) Accompanying PersonNo
Trainer/FacilitatorNo
Decision MakerNo
Youth Exchanges - Programme Countries (LM-EXCH-P)Group LeaderYes
Youth Exchanges - Partner Countries (LM-EXCH-T)
 System development and outreach activities
No


For KA155-YOU projects:

  • Participants flagged as Accompanying Person will not receive the e-mail invitation.


For School Education, Adult Education and Vocational Education and Training projects (KA121, KA122), the following rules apply:

Activity typeParticipantEmail invitation sent?
Invited experts (OA-INV-EXP)Accompanying PersonNo
Hosting teachers and educators in training (OA-HOS-TTT)
Group mobility of school pupils (LM-GRP-PUPIL)
Short-term learning mobility of pupils (LM-SHORT-PUPIL)
Long-term learning mobility of pupils (LM-LONG-PUPILS)
Group mobility of adult learners (LM-GRP-ADULT)
Group activities (LM-GRP-PUPIL and LM-GRP-ADULT)
Lead Accompanying Person
Yes (emails and reminders)


For ESC30-SOL and ESC51-VTJ:

  •  Only participants flagged as Young participants will receive the e-mail invitation. 

 

Sending manual reminders 

You can manually send reminders to participants to complete a participant report or a report on recognition. The option to send manual reminders is only available after the automatic notification(s) were sent. However, before you proceed, check that the report has not yet been received, as well as the date and time of the last automatic invitation or reminder.

A manual reminder can be sent at the earliest 24 hours after the initial invitation or the last reminder was sent.

 It is possible to send manual reminders for a single participant as well as multiple participants at once. 

See How to send manual reminders for Participant Reports and Reports on Recognition for step-by-step instructions.


Download participant reports

After the participants fill in and submit the relevant report, the beneficiary can download the responses provided, either individually, for each participant, or in bulk, in XLSX format or in PDF format.

  • The download of a single report is possible from the mobility activity, group mobility activity, participant or participation details and the List of participant reports;
  • All submitted reports can be downloaded in a zip archive from the List of participant reports and from the Participants Feedback screen (KA121, KA122).

See How to download Participant reports and Reports On Recognition for step-by-step instructions.

 

Participant Report Templates

Here are the available templates of participant reports as PDF files to be completed in EU Survey by the participants. For the Report On Recognition templates, see the page Manage Report On Recognition.


    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    KA131 KA131-HED

    Learning Mobility of Individuals – Student mobility for studies in higher education

    Learning Mobility of Individuals – Student mobility for traineeships in higher education
    Learning Mobility of Individuals – Staff mobility for teaching and training activities

    KA151

    KA152

    KA151-YOU, KA152-YOU Learning Mobility of Individuals – Mobility of young people

    KA151

    KA153

    KA151-YOU, KA153-YOU Learning Mobility of Individuals – Mobility of youth workers
    KA154 KA154-YOU Learning Mobility of Individuals – Youth participation activities
    ESC30 ESC30-SOL Solidarity Projects
    ESC51 ESC51-VTJ Volunteering

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    KA131

    KA131-HED

    Learning Mobility of Individuals – Student mobility for studies in higher education

    Learning Mobility of Individuals – Student mobility for traineeships in higher education
    Learning Mobility of Individuals – Staff mobility for teaching and training activities

    KA151

    KA152

    KA151-YOU, KA152-YOU Learning Mobility of Individuals – Mobility of young people

    KA151

    KA153

    KA151-YOU, KA153-YOU Learning Mobility of Individuals – Mobility of youth workers
    KA154 KA154-YOU Learning Mobility of Individuals – Youth participation activities
    KA155 KA155-YOU DiscoverEU Inclusion
    KA171


    KA171-HED Staff mobility for teaching and training activities between programme and partner countries
    Student mobility for studies between programme and partner countries
    Student mobility for traineeships between programme and partner countries
    ESC30 ESC30-SOL Solidarity Projects
    ESC51 ESC51-VTJ Volunteering

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    KA131

    KA131-HED

    Learning Mobility of Individuals – Student mobility for studies in higher education

    Learning Mobility of Individuals – Student mobility for traineeships in higher education
    Learning Mobility of Individuals – Staff mobility for teaching and training activities

    KA151

    KA152

    KA151-YOU, KA152-YOU Learning Mobility of Individuals – Mobility of young people

    KA151

    KA153

    KA151-YOU, KA153-YOU Learning Mobility of Individuals – Mobility of youth workers
    KA154 KA154-YOU Learning Mobility of Individuals – Youth participation activities
    KA155 KA155-YOU DiscoverEU Inclusion
    KA171


    KA171-HED Staff mobility for teaching and training activities between programme and partner countries
    Student mobility for studies between programme and partner countries
    Student mobility for traineeships between programme and partner countries
    KA182 KA182-SPO Mobility of Sport Coaches and Staff 
    ESC30 ESC30-SOL Solidarity Projects
    ESC51 ESC51-VTJ Volunteering

    Key Action

    Action Type

    Activity Type

    Participant Report Example

    KA121

    KA122

    KA121-VET, KA121-SCH, KA121-ADU, KA122-VET, KA122-SCH, KA122-ADU

    Learning Mobility of Individuals – School education, Adult education and Vocational education and training

    KA121

    KA122

    KA121-SCH, KA121-ADU, KA122-SCH, KA122-ADU

    Learning Activity of Groups – School education and Adult education

    KA131

    KA131-HED

    Learning Mobility of Individuals – Student mobility for studies in higher education

    Learning Mobility of Individuals – Student mobility for traineeships in higher education
    Learning Mobility of Individuals – Staff mobility for teaching and training activities

    KA151

    KA152

    KA151-YOU, KA152-YOU Learning Mobility of Individuals – Mobility of young people

    KA151

    KA153

    KA151-YOU, KA153-YOU Learning Mobility of Individuals – Mobility of youth workers
    KA154 KA154-YOU Learning Mobility of Individuals – Youth participation activities
    KA155 KA155-YOU DiscoverEU Inclusion
    KA171


    KA171-HED Staff mobility for teaching and training activities between programme and partner countries
    Student mobility for studies between programme and partner countries
    Student mobility for traineeships between programme and partner countries
    KA182 KA182-SPO Mobility of Sport Coaches and Staff 
    ESC30 ESC30-SOL Solidarity Projects
    ESC51 ESC51-VTJ Volunteering

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